CE Workspace User Guide

Browse

As discussed in the earlier section as well, the Browse Section opens up the Quark Platform File Manager from the server. All the files and folders whose permissions are given to the currently logged-in user can be browsed here. The folders or collections are shown in the left pane and the right pane shows all the documents inside that particular collection.

 

 

The browse section UI is one of the most complex ones in the entire Quark Content Enablement Platform.

  • The page starts with the title bar in which the title of the page and a toolbar is installed. These tools will be defined in the sections after this one.

  • After the toolbar, there exists a 2 pane screen in which the left pane shows all the respective collections which are already residing on the Quark servers. When any of these collections are clicked, their contents are shown in the right pane.

  • In the right pane, all the contents and assets which are stored in the selected collection are visible. The name of the collection is written on the top of the pane with an information button and start button. Both these features are covered in the operations as well. After that, the name of the creator of that collection is written beneath. 

  • After that, there are options to filter the list according to either file, folders, or both.

  • At last, there are options to either increase the columns in the list and view options to change the list view to card view and vice versa.

     

     

  • The list contains all the contents and assets contained in the selected collection along with their attributes such as name, path, last modified, etc. These visible attributes can be increased or decreased by the 'columns' option mentioned above.

All the most common operations that can be performed in this browse section are mentioned in detail below:

New Collection

To create a new collection in the Browse section of Quark CE Workspace, follow the steps written below:

  • Click the 'New Collection' button at the top of the page.

  • After clicking the right side of the screen will show a new drawer.  Enter the name of the collection in the larger text field provided.

  • Choose the collection type from the drop-down menu.

  • Click Save, After which other attributes will be visible.

  • Change the attributes if and which are necessary.

  • Click done and the collection is ready.

  • Now add members (users or groups) into the collection according to the requirements.

  • After adding the members, one can also add the specific workflow to the collection as well.

     

 

Add To Collections

To add something to the collection, check out the following steps:

  • Click the 'upload' button in the top left of the screen.

  • Select whether to upload file or folder

  • If selected a file, the file manager of your local system will appear.

  • Select the file to be uploaded and click the 'open' button.

  • If selected a folder, then the same file manager will appear.

  • Select any of the folders from the local directory.

  • Click Open to upload the same on the server.

Alternatively, user can alsodrag and drop a folder, multiple files or single file in the browser window and it will open a Save dialog where user can select the collection where to save the files/folders.

Collection Operations

There are certain functions that can be performed with the collections

  • Duplicate: Duplicates the current collection into the new one. This feature is limited to copying current collection in same location. Duplicate functionality comes with three further option:

    • Duplicate Collection Name only - if no option is selected, it duplicates the collection name and 'Copy' string is appended to the name. User has option to alter the name of duplicated collection.

    • Duplicate Collection Hierarchy - to duplicate all the collection structures contained in the collection.

    • Duplicate all collection assets in collection too - If this option it selected, 'Duplicate collection hierarchy' is selected automatically.

  • Copy: This option is similar to duplicate with capability of choosing some other collection to copy the collection. Copy collection action create a background task and user is not blocked until the action is completed. Copy collection has further two features.

    • If Copy with Assets is selected, Collection is copied at new collection location with all the assets and collection hierarchy structure is maintained

    • If Copy with Assets is not selected, Collection is copied at new collection location maintaining the collection hierarchy and not assets are copied.

       

  • Move: Move allows the user to move a collection from one path to another.

     

    Alternatively, user has option to move collection using drag and drop in the collection browser panel following which a confirmation dialog will open.

     

  • Delete: Delete the collection. The collection should be empty for delete action to complete and is given a prompt indicating the same.

  • Details: This shows all the properties, workflows, and members assigned to the selected collection. This is explained ahead in detail.

View Assets and Collections

Assets stored inside the Quark servers in any collection can also be viewed in the 'Browse' segment of CE Workspace. The assets are stored within the Quark server. These assets or contents can be found when a collection is opened. When a user clicks any of the assets, a preview pane appears from the right side of the screen. 

The collections however are already visible on the left tab of the screen. It shows all the collections in hierarchical order.

On this title bar, when clicked on the asset, there are the following functions and operations that can be used by the admin or author to control the asset itself: 

  • Edit: Edit allows the user to change the name or version of the asset.

  • Start Workflow: This allows a user to start any allowed workflow on the given asset. The starting status and a user will be assigned to the asset according to the Admin itself.

  • Download: Download the asset to the local file system.

  • Reindex: Reloads and Reindexes the file on Quark Servers.

  • Discard: Deletes the asset from the list of files.

There are certain symbols that are associated with the assets as well. These symbols help determine certain aspects of that asset without actually opening that asset.  These symbols are explained below:

  • Blue Tick: The Blue Tick represents that the asset is currently being edited by the logged-in author himself. If a person sees a blue tick on the document, he or she has currently opened the document somewhere on their system. It is also confirmed when you hover the cursor over the blue tick.

  • Red Tick: The Red Tick represents that the asset is currently being edited by another author. The author name who's currently editing the document is shown when we hover the cursor on the red tick.

  • Link Symbol: The link symbol represents that the asset is currently linked or referenced in another document.

View Collections

The View Collections option provides the user with the functionality to see collection details and properties. Not only that, there are many operations that can be performed while doing the same. 

 

 

The collections are visible on the left tab of the screen and as well as in the sub-folders as well. Al the collections inside the 'Home' folder can also be accessed from the right tab as well. To access the same, the user has to select any of the collections and click the details button. 

The detail button opens the information pane from the right side of the screen. It has three main functions that can be applied to the selected collection. These functions are defined below:

Properties

The properties section allows the user to edit all the properties assigned to that specific collection. These properties can be seen by other users as well at the time of accessing the collection. 

 

 

These properties are a part of the collection system itself so the number of properties will always be the same for all collections.

Members

The 'members' sections, as the name already suggests, allows the user to add other users and groups to the collection.  This option is extremely useful to share a collection with other users so that they can access the selected collection as well. 

When clicked on Members, a search bar appears in the pane which allows users to be searched by name. Along with it, there is a button 'Add/Remove'.

 

 

The users can click this button to add or remove a user from the collection.

 

 

A specific user can also be assigned a role accordingly through the drop-down menu which is present along with the username in the list. This drop-down allows users to choose any of the roles allowed in the Quark Content Enablement Platform.

 

 

Workflows

The users can also add workflow to the collection as well. The collection can follow the specific workflow just like the asset. These workflows are already a part of the Quark system and can be added via this pane.

 

 

In the workflow pane, there exists a list of all the currently added workflows in the collection. There exists a search panel above the list to search workflow by its name. You can click the edit button to start editing this section.

As a user clicks the edit button, it gives the option to Add/Remove a workflow. Clicking this button shows all the workflows from the system, from which the user can select or unselect the workflows to add/remove them from the current collection.

 

 

After adding the desired workflows, a user can edit each workflow accordingly. The user can expand the workflow and add users to auto-route the workflow after each status.

 

 

When the status is completed, another user will be assigned to the collection according to the user, chosen in the auto-routing.

 

 

After that, click 'save' to save all the changes done to the selected collection.

View Assets and Panes

When user clicks or select any single asset, the asset details pane opens up on the right side of browser. There blade menu show list of common operations, such as Edit, change or Start Workflow, Download Asset or reindex it.

 

Furthermore, user can choose specific version of asset and download it.

 

There are multiple panes that allow other functionalities to an Admin to work around an asset. These are:

Preview Pane

This feature is used to preview the file in multiple file formats. This is a step taken to ensure accuracy in the publishing of the document. The document preview can only be done in the associated automation channels, as per the content type of the asset.

 Additionally, if there are multiple version of the asset, then user can also select the version of the asset from the versions dropdown that he wants to preview.

There are multiple types of file formats that an author can preview a file within the Quark Content Enablement Platform. These file formats and their previews are defined one by one below:

  1. JPEG- Previews the document in the JPEG Image view. The previews sport a zoom option to either zoom in or out with the help of designated buttons. It also has a reload key to refresh the data and a download key to download the preview on the local machine.

  2. PDF- PDF preview allows the content to be previewed in PDF form. It has the same reload and download buttons as the JPEG pane. Other than that there’s also a print option to print the preview file in real-time.

  3. HTML- HTML preview pane allows the author to preview the file in HTML view. This view also has the refresh and download button for the same purpose. 

There are many more types (created/customized or predefined) that can be chosen in the content types, under the CE Admin section.

There's also an Expanded Preview Pane which offers additional details about the document. To check the expanded pane, click on the expand icon present besides the close button on the Asset Details Title Bar. 

 

After clicking the button, the preview pane will extent to the full screen with two tabs. The first tab contains the preview itself which contains the same options as of the preview pane. The tab on the right shows all the versions in the history pane.

Properties Pane

The properties' pane shows the properties of the document. The properties' pane starts with the name of the pane, then there is a toggle button to show all the properties. The asset can be added to Favorites.

User can also edit the properties, change workflow status or assignment, End workflow and start different workflow by clicking the 'EDIT' button to get the document in Edit mode. Once in the Edit mode, the user can easily edit the properties according to the requirement or search via the search bar. Also, there is an option to access, read or write revision comments in the designated area given.

Furthermore, the asset can be renamed or its collection can be changed from here while the asset in in EDIT mode

 

History Pane

History Pane shows all the versions of this document that have been saved after doing some kind of change or another. The version also shows the information such as which user has edited the document and at what date-time.

 

 

There’s a toggle switch on the top which enables and disables the view of autosave versions of the documents.

Links Pane

The links pane shows all the referenced assets in the document. It shows the asset with its name, date of attachment, its properties that are transferred with the same, and the version of the asset. The user can also find the links from the search bar. 

 

 

 

Operations

Certain operations can be performed on all the components in the browse section. These operations are already defined in the 'Continue Editing Section: Operations'

 

 

There is also a context menu present in the 'Smart Sections' type of content, which can be seen only in this specific content-type. This context menu only appears when a user clicks the 'edit' button from the menu.

The menu allows the user to edit the Smart Section which is already linked in a document. The menu gives two options to the users, either to edit the smart section directly from its source or to edit the same within the linked file.

 

 

If the user selects direct, it opens the smart section in the different window of the browser and allows the user to edit it.

If the user selects edit inside the document, it opens the document in the different window of the browse, allowing the user to edit it.